This guide outlines the correct procedures for managing employee transitions between FSS Main and FSS Part-Time roles, as well as handling changes in working hours ensuring compliance and smooth payroll processing.
There are two distinct types of changes to be aware of:
1. Switching Between FSS Main (Primary Job) and FSS Part-Time (2nd Job)
Action Required: Termination and re-employment are mandatory.
Reason: The employee will require two FS3s by year-end.
2. Change of Working Hours Within the Same FSS Type
a. FSS Main (Primary Job, Paying SSC)
Termination is optional. You may either:
Terminate and rehire, or
Retain the same employment record.
b. FSS Part-Time (2nd Job, Not Paying SSC)
Termination is also optional.
Termination Process
Key Considerations Before You Begin
Electronic Lodgement will automatically merge records with the same ID card number and Civil Status hence will not cause any issues.
The Government Bonus will be calculated correctly, as it will be paid out pro rata across both profiles, provided the old profile is processed using the termination date.
You have two options when managing Leave Entitlement during termination:
Pay Off Leave: Clear the existing balance and start fresh with a new entitlement.
Carry Over Leave: Manually transfer the remaining leave balance to the new profile.
If Employee has Portal Access, the change of Employee Profile will result in the loss of access to previous Payslips and FS3s.
Step-by-Step: If You Choose to Terminate
Terminate and Recreate the employee record:
You may create a new profile or copy/paste the existing one.
Use a new employment start date.
Enter Previous Employment details in the new profile.
Leave Balance Handling:
Leave may be automatically paid out.
To retain leave;
Disable the pay-off option in the old profile
Manually adjust the entitlement in the new profile.
If Employee has Portal Access employee must be unlinked from the old profile and linked to the new one.
Non-Termination Process
Key Considerations Before You Begin
Since the Work Schedule Profile does not have an Effective date, you need to manually update Leave Entitlements and Government Bonuses.
If the change occurs mid-payroll, you need to also Manually adjust hours for that payroll.
After the change have been done, un-finalizing and recalculating older payrolls may alter payslip hours.
Step-by-Step: If You Choose Not to Terminate
1. Update Work Schedule Profile
Go to the Employee Profile.
Click Edit.
Set Employment Type to Reduced (if under 40 hours/week).
Change the Work Schedule Profile.
Click Save.
2. Adjust Position History
Navigate to the Position History tab.
Create a new entry with the updated pay (not the 40-hour equivalent).
Click Save.
3. Update Leave Entitlement
Go to the Leave Entitlement tab.
Manually adjust the entitlement to reflect the new total hours.